Entering payments in the orders module

Step 1: Do Find (ctrl F) and locate record, there should be an ID number on the media.

Step 2: Check address and activities to be sure the issue was mailed and that the address on the record matches the address on the order. There should be a MACS>SCS=Single Copy Sale activity indicating which issues were mailed and the date. If there is a major difference in the addresses, the wrong ID was used or there is no indication that the issue was mailed bring this to the attention of the supervisor.

Step 3: Click Orders on upper row of tabs

This will open the order entry page

Step 4: Click New in the upper left hand corner

This should give you a blank screen to work with

Step 5: Enter customer information-fill in the blanks as follows:

a. Order type=Change order type from INV to SS for Single issue Sale and tab

b. Bill to ID number field=enter the bill to ID number. Most of the time the bill to and ship to numbers are the same. If not, be sure to use the bill to on this first window.

c. Purchase Order=enter the p.o. number if available, if not type in phone order for phone orders written up in MACS or mail order/fax order for those that have come by mail or fax. If it is an LTR/Smart Libraries online order use the order number on the top of the form.

d. Source Code=if there is one on the page enter it, if not type Other

Step 6: Enter itemized order information

a. Click into Product Field and type in Product Code, you can either do a look up or refer to attached sheet of product codes. The product code will populate the description field with the title of the journal

b. Tab and this will take you to the Quantity Field; enter the number of copies of the issue.

c. CLICK SHIFT AND TAB at the same time to go back to the Description Field

d. You will be at the end of the description field, Click the HOME key to go to the beginning of the field and Type the Item number in front of the existing description.

e. The item numbers for LTR consist of TS and the volume and issue number, for example TS4201=Volume 42 Issue number 1, or TS3905=Volume 39 Issue 5. For other titles the description is the volume and issue number i.e. V38/1 American Libraries.

Step 7: Click Ship to Info Tab

a. Enter the name, phone, email address on the order form.

b. Make any shipping address changes.

Step 8: Click Payment tab to enter payment

a. Enter payment details: Check number/credit card info, amount

b. If you're in a cash/check payment batch the amount of the batch will reduce with each payment.

c. If you are entering a credit card batch the amount will not change until the final step of converting the invoices.

Step 9 Completing orders by converting them.

a. Click Process Orders>Invoice Orders

b. Invoice list will appear, be sure to highlight your invoices only

c. Click convert button on bottom right of page

d. If this is a credit card batch the amounts entered will be reflected during this step-this is when you will see if your credit card batch balanced.